A Guide to Bold Delegation
Step 1: Adopt a Delegation Friendly Mindset
Mentally and emotionally prepare yourself to release control of the assignment to someone else. Do this by identifying your fears and worries about it and writing the down. Then honestly assess whether those concerns are realistic including what might happen is they come to fruition (although 80 percent of the things we worry about never happen).
Also, not preparing mentally and emotionally sets you up to delegation in an unorganized or unprepared way. You must be prepared before you can prepare and equip others to do the work.
Finally, remind yourself of the benefits of delegation: time management, developing your team members, decreasing risk, and avoiding burnout.
Potential Error:
Remaining emotionally or mentally attached to the work. This positions you to feel more stressed, tend toward micromanagement, or avoid delegation entirely.
Step 2: Clearly and Specifically Define the Task and Outcome
Be specific about the task you’re delegating and the desired results. Identify the scope, timeline, and deliverables in advance to eliminate ambiguity. Make sure to distinguish between what must be done and where the person has the freedom to use their own judgment.
Potential Error:
Being vague about expectations. Vague instructions lead to confusion and subpar results. Avoid statements like, “Just do your best” or “Let me know what you come up with.” Instead, set clear, measurable goals.
Step 3: Assign the Job to the Right Person
Consider the individual strengths, workloads, and areas for growth of the team members. Delegating tasks to the right people ensure success and helps employees grow by stretching their skills. This takes time, but this short-term time investment will pay off in long-term results.
Potential Error:
Delegating to the wrong person. Assigning tasks without considering the individual's capabilities can lead to frustration. Avoid delegating based on convenience (e.g., always picking the most available person) rather than suitability. Balance workload fairly across the team.
Step 4: Provide Resources and Support
Set your team member up for success by equipping them with the necessary tools, training, and resources. Be available to answer questions, especially early on, but avoid hovering. This step, in particular, is where good preparation in Step 1 will pay off.
Potential Error:
Micromanaging the process. Overly controlling how the task is done defeats the purpose of delegation and erodes trust. Give your employee the autonomy to approach the task in their own way, within the boundaries you’ve set.
Step 5: Schedule Checkpoints
Create checkpoints to monitor progress without interfering too much. These touchpoints allow for course correction if things are veering off track. They also give you a chance to offer feedback and coaching. Tell your team member, “I will check in with you two weeks from today, if you need me before then please email, call, or come by.”
Potential Error:
Ignoring the task until the deadline. Some leaders make the mistake of “setting and forgetting,” assuming the task will be done perfectly without oversight. This can lead to last-minute surprises when things go wrong. Regular, brief check-ins can prevent failure.
Step 6: Provide Feedback and Recognition
Once the task is complete, review the results together. Offer constructive feedback and celebrate what went well. Acknowledging a successful project lifts morale and reinforces trust.
Potential Error:
Failing to give feedback. Never take the work product, say thank you, and just move on. Leaders sometimes overlook the follow-up conversation, missing an opportunity to reinforce positive behaviors or course-correct for the future. Without feedback, employees may feel unappreciated or unsure if they met expectations. They also may avoid sharing details that will help improve the process for next time.
Delegation is a nuanced process that requires planning, communication, and trust. When done right, it enhances productivity, strengthens your team, and frees up time for leaders to focus on strategic priorities. But even the most well-intentioned delegation efforts can go off track without clear expectations, proper support, and thoughtful oversight.
Following these steps and being mindful of potential errors will help you develop effective delegation habits that benefit both you and your team.